How to Add Employees, Vendors, or Service Workers

Learn how to add employees, vendors, and service workers to your facility. This guide walks you through when to use the Add User feature and best practices for managing non-tenant users.

Adding Non-Tenant Users to Your Facility

Use the Add User feature in the Nokē Smart Entry (NSE) Web Portal to create accounts for employees, vendors, and service workers who need access to your facility, but aren’t tenants. These users are managed entirely within the NSE system, giving you flexibility over who can enter your facility and when.

When to Use the Add User Feature

Use this feature any time you need to provide access to someone who is NOT a tenant.

For example:

• Facility managers or part-time employees

• Maintenance personnel

• Cleaning crews

• Landscaping teams

• Pest control

• Delivery drivers or recurring service providers

Note: Tenant users must be added through your PMS first and then synced into the Nokē system. Non-tenant users are created directly in the NSE portal.

How to Add a New User

1. Log in to the Nokē Smart Entry Web Portal.

2. In the left-hand menu, click Facilities to open the Facilities page.

3. Click the Add User icon (shown as a person with a plus sign).

   
4. Select User Type between Employee or Service / Vendor User

5. Fill out the required fields in the user form:

   • Full Name

   • Phone Number or Email

   • Expiration Date (if temporary)
   • Role type
   • Access Code (if the facility has a keypad)

   • Zone Access (if applicable)

6. Click Save to create the account.

Once created, the user will receive instructions (via text or email) on how to download the app and access the facility.

User Type Options

Employee Accounts

• Designed for on-site staff or internal team members.
• These users have ongoing access to all access zones at the facility.
• Can be assigned access to all the facilities in your company, if needed.
• Suitable for facility managers, regional managers, or other permanent personnel.

Service/Vendor Accounts

• Best for third-party contractors or short-term access needs.
• Access is limited to specific zones—such as certain buildings.
• Can be set up with an Expiration Date date for temporary access.

Best Practices for Managing Non-Tenant Users

• Review access regularly: Remove or update access for users who no longer need entry.

• Set expiration dates: For short-term vendors, always use a start and end date to avoid forgotten lingering access.

• Avoid duplicate entries: Check if a user already exists before adding a new one to prevent confusion.

• Educate users: Let them know how the app works and what areas they’re allowed to access.